Team Operating Agreement

Project Name:

Project Manager Name:

Project Sponsor:

Project Team Member Names:

Date:

Prepared by:

Team Operating Agreement

Purpose of the Team Operating Agreement (TOA)
[Describe the purpose of the document. Depending on the nature of the project or culture of the company,
other sections may be added to the document.]

Sample text:

This TOA serves as the guidelines and ground rules to help the project team work most productively
together over the course of the project. The TOA is a living document and may be updated as the need
arises throughout the project. Any updates will be discussed with and ratified by the project team members.

Team Communications
[Describe how project team members will communicate with each other. Include where project documents
will be stored and how they may be accessed, how and when meeting agendas and minutes will be
distributed, and how confidential information will be handled.]

Sample text:

The project’s SharePoint site will house the most up-to-date version of project documents. All
team members will be given access.
Meeting agendas will be e-mailed to project team members at least 24 hours prior to meetings.
Meeting minutes will be posted to the project SharePoint site within 48 hours after meetings.
Team members will appreciate the sensitive nature of information discussed during this project
and will share with care. Where applicable, documents will include a footer indicating that
information is confidential.
“Sidebar” conversations between team members during team meetings will not be allowed.
All communication will be open and courteous. No “overtalking” or interrupting.
Team members will keep each other informed.

Decision Making
[Describe how project team members will make decisions. Everyone must agree on how decisions will be
made to ensure that everyone can live with the decisions made and to ensure that the project can move
forward. Include guidelines for voting on decisions, how decisions will be documented, definitions of key
terms, and what happens if the team cannot come to a decision (for example, escalation to the project
sponsor or to a governing body).]

Sample text:

Consensus means that everyone can live with the decision. It doesn’t mean everyone has to
agree 100%.
The team will use thumbs up/thumbs down voting to make decisions quickly and move on.

Thumbs up = agree with no further discussion.

Thumbs sideways = agree, but have further questions. (Questions will be asked and answered
immediately after the vote.)
Thumbs down = cannot agree to the solution proposed. (Be prepared to answer the question:
What would it take for you to go to thumbs sideways or thumbs up?)
Anyone on the team may call for a vote at any time.

Members may abstain from voting.

No decision is made if there are any thumbs-down votes.
Meeting minutes will document the decisions made. If you have questions after reviewing the
minutes, contact the project manager and determine the course of action, such as to bring
questions to the team for discussion again.

Meetings
[So much project work and decision-making happens during meetings that it is important to establish how
project team meetings will work. Address what will happen at meetings (generally). Establish who will be
responsible for the facilitating, frequency, and scheduling of meetings, and attendance expectations.]

Sample text:

Project subteam leaders will report status at each team meeting.

Project team members will meet . During each meeting, a “parking lot” will be used to record
topics that require discussion at a later date.
Issues, risks, change requests, and action items will be reviewed and updated at each meeting.
The project manager will be responsible for facilitating and keeping meetings on track. Team
members will accept the project manager’s decision to table or “park” a discussion topic.
Meetings will start and end on time. Team members will attend meetings in person when feasible.
A dial-in number will be available for remote attendance.
Sending “stand ins” to meetings will not be allowed unless approved by the project manager prior
to meetings.
It is the responsibility of each team member to stay current on the project team activities, even
when he or she has missed a meeting.

Personal Courtesies
[Outline the personal courtesies that team members will extend to one another. The contents of this section
depend largely on the culture of your company. Do not assume that personal behaviors are understood.]

Sample text:
Each team member represents a specific area of expertise or business unit. Team members will
bring their individual perspectives to the team and will also consider what is best for the company.
All cell phones and other communication devices must be silenced during meetings and used on
an exception basis only.

Reviewed and approved by:

________________________________________________ ____________________

Project Manager Date:

________________________________________________ ____________________

Project Team Member Name Date:

________________________________________________ ____________________

Project Team Member Name Date:

________________________________________________ ____________________

Project Team Member Name Date:

________________________________________________ ____________________

Project Team Member Name Date:

________________________________________________ ____________________

Project Team Member Name Date:

________________________________________________ ____________________

Project Team Member Name Date:

________________________________________________ ____________________

Project Team Member Name Date:

________________________________________________ ____________________

Project Team Member Name Date:

[Company name] Confidential Page 1 June 27, 2005